Understand correspondence in HiveAI¶

HiveAI can use eligible memos and official letters as organization knowledge and can ask Correspondence for a current status. These are different operations: finding material to help answer a question, checking whether you may see that material, and checking a document's status. None of them approves, publishes, issues or sends a communication.

Availability: This draft explains the implemented Correspondence source of AI knowledge and status information. It does not establish a deployed AI conversation, connected search interface or completed action journey. The broader HiveAI overview explains product availability and commercial and governance conditions. No new screen sequence is inferred here; screen-based instructions require the matching final design and frontend checks.

Which correspondence can be used¶

The source supports memos and official letters with the recognized Normal, Internal or Confidential classification. Being eligible does not make a document visible to everyone. A separate access check still applies to the person requesting information.

If a document is a draft, assess it as a draft even when an AI answer refers to it. Ask whether the underlying communication is final and authorized before acting on its contents. An AI answer cannot turn proposed wording into an approved instruction.

What information the source supplies¶

For eligible content, the source can provide the memo's stored content or the letter's stored body, its reference, classification and attachment references. Attachment references describe the files; they do not contain the files' bytes or prove that an attachment has been successfully extracted and indexed. A stored body is not a guarantee that every image, formatting element or attachment will appear faithfully in an AI answer.

Change notifications tell the AI system which source and version need attention. These notifications do not carry the communication's title or body. A separate governed content request supplies the body for processing. This separation does not by itself establish that a particular provider processed the content or that a result is available to a user.

The source also supports a status-only read. It returns a reference and current status information after access checks, without the memo or letter body. For a memo, the status describes its lifecycle. For an official letter, dispatch progress and lifecycle are separate facts: a letter can be issued while dispatch is still queued or incomplete. Read letter delivery and evidence before interpreting dispatch as receipt or acknowledgment.

Why access may differ between people¶

A request needs valid organization and user context, a current authorization context, the relevant permission to view memos or letters, and a classification allowance sufficient for the document. The source then evaluates the relationship to the communication: its issuer or represented person, a recipient, the relevant position or organizational scope, or an applicable governed group. An organization-head context can satisfy the relationship check, but it does not bypass the preceding permission or classification checks.

These relationships are evaluated using the authorization context supplied by the AI system. This Correspondence path does not independently reload every permission and organizational assignment for each result. End-to-end freshness of that context remains a separate implementation and verification responsibility. Administrators should use the normal authorized access process; repeatedly asking the AI is not a way to obtain permission.

Being able to view a document also does not establish permission to edit it, approve it, send it, open a protected attachment or run a later AI action. Those operations have their own boundaries. A recipient should not assume that every person in the same department has equivalent access.

Changes and stale answers¶

The source tracks both content identity and access-related identity. Before allowing a retrieved result, it compares those identities with the current source. A mismatch can cause the result to be withheld rather than supplying an older version. The content-processing path can also request a fresh source notification when the requested version has changed or become unavailable.

Source updates, refresh publication, content processing and answer generation are separate stages. Some updates change the current version without immediately publishing another AI change notification. The source checks therefore matter even when a previously indexed item still exists. No fixed refresh time or immediate removal from every downstream system is established by this implementation.

A successful current-status read is narrower than a complete answer about the document. It does not include every approval remark, delivery proof, response operation or workflow history. Consult the actual correspondence and its applicable evidence before making a consequential decision.

Background catch-up and completeness¶

An authorized background process can scan existing correspondence and publish refresh or withdrawal notices in bounded pages. It includes unavailable items so the AI system can be told that previously known content should no longer be retrieved.

Finishing a scan page means that the source finished that page of notification work. It does not mean all documents have been indexed, all attachments have been processed or every user can find every eligible document. The current scan can advance past an individual item that exceeds its byte budget without reporting a separate skipped-item count. Concurrent changes also mean the scan is not a frozen snapshot of the organization.

For administrators and business owners, completeness must be assessed across source coverage, processing results and authorized retrieval. A completed background job or a nonzero document count alone is insufficient evidence that all organizational knowledge is available.

When information is unavailable¶

When seeking help, provide the organization, correspondence reference, approximate time and the operation that was unavailable. Use an approved support channel and avoid copying confidential bodies or attachments into public messages. The source and its authorized owner remain the place to establish the underlying communication's meaning.